Administrative/Procurement Assistant at Northern Corridor Transit and Transport Agreement (NCTTA)

Job Purpose

The overall purpose of this role is to support the Director of Finance & Administration by ensuring the efficiency and smooth operation of the workplace, logistics, and procurement functions.

Administrative Responsibilities

General Office Support

• Answer phones and manage correspondence (email and physical mail)
• Schedule appointments and coordinate travel arrangements
• Order supplies and maintain equipment, office machinery, and general office operations
• Assist with general office duties as needed

Record Keeping, Data Entry and Management

• Maintain accurate and up-to-date records of procurement activities and supplier information
• Organize and maintain filing systems, databases, and contact lists
• Enter and manage data in relevant systems while ensuring data accuracy and integrity

Communication Management

• Greet and assist visitors professionally
• Act as a point of contact for internal and external stakeholders
• Communicate procurement information and escalate issues as needed

Financial Tasks

• Assist with expense tracking and budget management
• Process invoices related to administrative activities

Scheduling, Coordination & Event Planning

• Manage calendars and coordinate meetings
• Take meeting minutes and arrange travel logistics
• Assist with event planning, including venue bookings and attendee management

Confidentiality and Document Management

• Handle sensitive information with discretion and professionalism
• Prepare, edit, and distribute documents, reports, and presentations
• Assist with document preparation and report generation

Procurement Responsibilities

Purchase Order Management

• Create, process, and track purchase orders
• Ensure accuracy in procurement documentation

Additional Duties

Perform any other administrative and procurement tasks as assigned by the supervisor.